How Fidesic syncs with QuickBooks Online

Once your QuickBooks Online company is connected (see Fidesic AP QuickBooks Online Setup), Fidesic and QuickBooks stay in step on their own. QuickBooks is where your vendors and chart of accounts are kept, so those come into Fidesic. Approved invoices and the payments you make in Fidesic go to QuickBooks.

When the sync runs

• Every 15 minutes, reading only what has changed in QuickBooks since the last sync.
• Within a minute when you click Sync now or change a setting on Settings → Integrations → QuickBooks Online.
• In full on the first sync, when you click Read everything again, or when the company hasn't synced for about a month.

The QuickBooks Online settings page shows when the last sync ran.

From QuickBooks to Fidesic

Vendors

Each QuickBooks vendor becomes a Fidesic vendor with its name, "print on check as" name, email, phone, billing address, terms and account number. A vendor made inactive in QuickBooks is deactivated in Fidesic, and one made active again comes back.

Chart of accounts

The QuickBooks accounts a bill can be coded to come into Settings → Accounts Payable → Chart of Accounts: expense, other expense, cost of goods sold, fixed asset, other asset, other current asset, other current liability and long-term liability accounts. Bank, credit card, payables, receivables and income accounts aren't brought in.

Each account's GL code is its account number if your company numbers its accounts, otherwise its full name. If you renumber or rename an account in QuickBooks, the old code is deactivated in Fidesic and the new one is added.

Classes, locations, and customers and projects

If your company tracks classes or locations in QuickBooks, they come into Fidesic as dimensions you can code invoices to. The location dimension takes whatever name your company gives locations in QuickBooks, such as Department or Division.

Customers and projects come in as a Customer/Project dimension only if you turn on Code invoice lines to customers and projects.

Terms and products

QuickBooks terms become Fidesic term options, and active QuickBooks products and services become line items.

Bill payments entered in QuickBooks

If you set Bring in bill payments entered in QuickBooks from, each bill payment entered in QuickBooks on or after that date is recorded in Fidesic as a payment made outside Fidesic. It marks the invoices it pays as paid, so nobody pays them twice. If the bill payment is later voided or deleted in QuickBooks, its Fidesic payment is voided too. Other edits to it in QuickBooks aren't followed.

Bill payments that Fidesic itself wrote to QuickBooks are never brought back in.

From Fidesic to QuickBooks

Vendors

Vendors you add in Fidesic after connecting are created in QuickBooks, and edits you make in Fidesic to a vendor that's in QuickBooks are sent there. That covers the name, "print on check as" name, email, phone, address and default terms. Terms are only sent when QuickBooks has terms with the same name.

Invoices become bills

Each approved invoice goes to QuickBooks as a bill, and each credit memo as a vendor credit. This happens automatically on each sync, or when you send it from Invoices to Accounting, depending on your settings. In QuickBooks:

• The bill number is the invoice number. QuickBooks allows 21 characters, so a longer invoice number is shortened and kept in full in the bill's memo, along with the invoice description.
• The bill date, due date and terms are the invoice's.
• The bill's lines are the invoice's GL distribution. Line items whose item is in QuickBooks go as item lines.
• Classes and customers go on each line. A location goes on the whole bill, since that's how QuickBooks records locations.
• The invoice's files are attached to the bill if Sync Invoice Attachments to Accounting Package is on under Settings → Company → Preferences.

Once an invoice is in QuickBooks, it's marked as exported in Fidesic. If you reset an exported invoice and send it again, it replaces the bill it made, so QuickBooks doesn't end up with a second one. Changes made to the bill in QuickBooks don't come back to Fidesic.

Only US dollar invoices go to QuickBooks.

Payments become bill payments

A payment made in Fidesic is written to QuickBooks as a bill payment against the bills it paid, from the QuickBooks bank account you matched to its Fidesic payment account. It's written once the payment has gone out, meaning it's been paid, mailed or printed. Until then it can still be changed or cancelled in Fidesic. The settings page shows how many payments are waiting to go out.

QuickBooks shows every bill payment from a bank account as a check, including ACH payments.

If a payment is voided in Fidesic, or the bank returns it as failed, its bill payment is voided in QuickBooks.

What doesn't sync

• A vendor's default expense account. QuickBooks Online doesn't make it available to other apps, so it isn't synced in either direction.
• Bank accounts. Fidesic's payment accounts are set up under gear menu → Administration → Banking and matched to QuickBooks bank accounts on the settings page.
• Vendors that were in Fidesic before you connected and that QuickBooks doesn't have. They aren't copied into QuickBooks, so connecting doesn't fill it with old vendors.
• Payments from a Fidesic account set to None under Pay-from accounts.

When something doesn't sync

A record that can't sync, such as an invoice coded to an account QuickBooks doesn't have, doesn't stop the rest. It's listed on the settings page and in Settings → Integrations → Sync Logs, and it's tried again on every sync until it goes through. The exception is an invoice when Send approved invoices to QuickBooks automatically is off: it's tried again when you next send it. See Troubleshooting QuickBooks Online sync errors.